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D
DBETHEA
April 23, 2024
Question

Refund a CC payment - Enterprise Desktop

  • April 23, 2024
  • 7 replies
  • 238 views

A customer paid an Invoice by credit card. I received the credit card payment into the system. A month later the company paid the Invoice by check. The check was the valid way the invoice should have been paid. The credit card charge was reversed to the customer(3rd party not merchant svc).  I received in the check, unapplied the credit card payment and applied the check payment. I 

 

Question:  How do I tell my system the credit card payment was reversed and the open payment is not available for use without doing a credit memo because the products were not returned. It also must be refunded as a CC refund so that is shows on my list of CC deposits for that day. 

7 replies

M
Maybelle_SQuickBooks Team
QuickBooks Team
April 23, 2024

I can help you create a credit card refund, DBETHEA.

 

In QuickBooks Desktop (QBDT), you can process a credit card refund to ensure that your financial records accurately reflect the transaction, maintaining the integrity of your accounting system. It also helps reconciling your accounts and keeping track of your cash flow.

 

Additionally, refunding credit card payments have a few requirements:

 

  • Use the same Merchant Account/Company Auth ID you used for the original transaction.
  • Issue the refund within six months of the original transaction.
  • Refund the credit card used for the original sale.
  • Refund no more than the total amount processed on the card.

 

Here's how:

 

  1. Go to the Customers menu and select Credit Memos/Refunds.
  2. In the Customer: Job drop-down arrow, click the customer you need to refund.
  3. Enter the products and services.
  4. Select Save & Close.
  5. Click Give a refund and then OK.
  6. In the Issue a Refund window, choose how you want to refund the transaction from the Issue this refund via field.
  7. Hit OK.

 

You can also check this link to learn about different processes involved in making payments: Resolve common issues when applying a payment towards an invoice.

 

I've added this article for your future task when running sales reports in QuickBooks: Customize customer, job, and sales reports.

 

Let me know in the comment section below if you have other concerns about managing customer payments in QuickBooks. It'll always be my pleasure to help.

D
DBETHEAAuthor
April 23, 2024

Without doing a credit memo is what my inquiry states. 

A
ArielIQuickBooks Team
QuickBooks Team
April 23, 2024

I appreciate you for the clarification, @DBETHEA.

 

You can consider writing a check to issue a customer refund for the initial Credit Card (CC) payment. Then, receive the payment of the check. You can follow these steps:

 

  1. Go to the Banking menu. Then, select Write Checks.
  2. In the Reference number field, enter CC Refund.
  3. From the Pay to the order drop-down menu, choose the customer.
  4. Enter the refund amount and review the date.
  5. Type the description of the refund in the Memo field.
  6. From the Expenses tab, select the Accounts Receivable account.
  7. Select Save & Close.

 

After this, open the invoice at issue. Then, Receive payment for the second payment which is a check. Just a disclaimer, it would be best to consult your accountant for further guidance in accounting for the CC payment reversal.

 

I've added these articles that can guide you in adding and reconciling your accounts effectively in your QBDT software: 

 

 

If you have further questions about refunds in QBDT, you can comment below, and we'll respond to you as soon as possible.

D
DBETHEAAuthor
April 23, 2024

These solutions may work for someone but in our system a credit card reversal needs be listed with the credit card deposit at the end of the day.  Not turned into a check.  Our credit card system's total must match our Credit Card deposit total in Banking and it would be off by the negative amount if I don't have a credit card refunded in the system.  It seems like a simple thing but apparently is not.  Thank you!  Hope your solutions help someone else. 

L
lmurphy2003
February 13, 2025

I called twice and no one had the answer.  I came to the community and still no luck.  Found a work around from another post that will have to do. Seems like QB should have an easy 1, 2 button that just refunds a credit card as a credit card in the system regardless if you use merchant services or not.  Thanks!

 


Amen, I've already suggested this years ago in the FEEDBACK.  I've had guys accidentally charge a customer credit card twice and I catch it the next day so it has to be refunded through Square.  I have to put in in QB payments where it will show as an over payment credit but unlike other credit memos, there is no option to show it as refunded it back to the customer's credit card so that my deposit will balance.  QB will only let you apply it to other open invoices which most customers don't like.  Any credit balance by way of a credit card over payment on a customer's account should be able to show refunded back to the card in order to match our merchant services deposits at the end of each day.  Don't know why this isn't an option. 

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